When approving time sheets for payroll you need to make sure every single time sheet has been approved successfully so it can be process properly for payroll.

Timesheet approval needs to be completed by the Tuesday before payroll Wednesday’s each fortnight. Aim to have this done in the morning on Tuesday in case there is any bits and pieces you need to fix/adjust so you have time to sort these.

In deputy under the timesheets tab there is two options. Approve timesheets and export timesheets. You need to click on the approve timesheets option to load the timesheets needing approval.

Firstly you need to make sure you are in the correct business and looking at timesheets for the correct/current fortnight.

Once you have selected these, you will see the timesheets needing approval displayed in a cream/yellow colour saying submitted. For each time sheet complete the following:

1. Round the shift time using the round button next to the submitted time for that shift
   *Note: Some shift will have been clocked into early for different reasons and will need to be manually adjusted to the time they clocked in rounded to the nearest 5min mark; eg. clocked in at 6.03am – round to 6.05am start. Ones to pay particular attention to are: The baking (Nerilyn & Sarah), gelato (Nerilyn and Sarah) and kitchen (usually the chef on shift that day) shifts. These can change on the fly with what is happening in store for that week so you will need to keep an eye on those ones.
2. When a break has been clocked for those that are entitled to them we need to subtract 10mins from the total time to allow for the 10min paid break they are allocated per shift. If they do not clock a break and leave no note to say they had a shorter break leave this as a full 30min break and send a deputy post reminding said employee to be clocking into and out of breaks.
3. Make sure the employee’s location (area of work labelled in deputy above submitted times) is under the correct one for them to be paid under. This will only effect a few people and are listed below for your reference:

   Josh – is also paid under Bundy Alo and needs any Bert’s shifts to be changed to the Bundy Alo location
   Daniel/Aaron C – occasionally work at Bert’s but are paid under Alo Bundy so need all shifts to be under the Alo Bundy location
   Declan – is paid under BERT’S and needs his shifts changed to a kitchen shift area of work
   Partriece – is paid under Bert’s as well and needs all Alo Bundy shifts changed to the bert’s location

4. Once this has been done and any notes on the shift have been taken into account you can click approve.
5. Follow steps 1-4 for each timesheet for each employee.

*NOTE: If there is an unsubmitted timesheet and you haven’t received any messages surrounding that shift to make adjustments on the employees behalf (if clocking in didn’t work, they forgot, didn’t leave a note on their actual shift) simply discard the shift. It is their responsibility to follow those things up and not on us to chase them. This is known to the staff

Some allowances you will see that auto populate for you that we DO PAY in our timesheets are the following:

• Early morning allowance – M-F 12am-6am
• Late night allowance – M-F 10pm-12am

Some auto populated allowances that we DO NOT approve into our timesheets to look out for are the following:

• Split shift allowance (This is for instance people (Nicole Osbourn, Hollie) that have worked grab and go and then a kitchen shift after and have clocked in and out to show the different shifts. This also is for people who have worked at Alowishus and then at Bert’s on the same day (Josh, Shae, Partriece)
• Less than minimum shift requirement (This isn’t a very common one. Mainly it will be Partriece with this one when she does an hour here and there for socials/admin or a employee that might get sent home early if we are super quiet)
• Delayed meal break (This is for people who have worked more than 6 hours and haven’t clocked or been allocated a break)
• Overtime (there are a few of these ones that can populate – sunday or saturday over time or m-friday overtime). These populate for the following people:
  Partriece – usually on the weekend or Friday shifts
  Shae – usually on the Friday/Saturday shifts
  Aaron – most of the time only on his Sunday shifts
  Declan – usually on the end of the week shifts

These need to be removed from the approved timesheet. See steps below on how to do this.

1. When you see any of the above allowances populate; click on the unapprove PAY button (right hand side of the screen). From here you will be able to adjust the pay lines for the time sheet.
2. Remove any lines that don’t apply to our payroll. These will be split shift allowances and less than minimum shift requirement lines. To do this plus the allowance out and then minus the allowance off the timesheet.
3. When dealing with a delayed meal break allowance simply minus away the delayed meal break line and adjust the hours on the award rate line for that day to be the total number of hours worked for that shift.
4. Similarly, with overtime allowances you need to minus away the overtime lines and add the total number of hours worked for that shift to the award rate line for that day (for instance – Monday to Friday is ordinary rate, Saturday and Sunday and Public holidays have their own rate line as well).
5. Once this has been updated you can then click approve pay again and the timesheet will update to your changes.